Privacy Policy

1. Who we are

PlanE is business software operated by Bytewave (“Bytewave”, “we”, “us”). PlanE provides payroll, workforce, invoicing, finance, workflow, electronic signature, and file tools to businesses that subscribe to it. Bytewave is organized under the laws of Wyoming, United States.

This policy explains what personal information PlanE handles, why, who receives it, how long it is kept, and what choices you have. It is written for people who use PlanE: administrators and members of a subscribing business, workers of that business, and people who receive a quote, invoice, form, or document from a business through PlanE.

2. Scope and roles

Each business that subscribes to PlanE (an “organization”) controls the data it puts into PlanE and the data its workers and customers provide through PlanE. The organization decides what to collect, who in the organization may see it, and when to delete it. The organization is the data controller, or the business that owns the records, under the laws that apply to it.

Bytewave processes that data on the organization’s behalf, under a signed service agreement, to provide the software. Bytewave is the organization’s service provider. Bytewave does not sell personal information, does not use it for advertising, and does not use it for any purpose other than providing, securing, and supporting PlanE.

Where this policy says “your organization”, it means the business whose PlanE account you use or that sent you a quote, invoice, form, or document.

3. Information we handle, by role

3.1 Organization administrators and members

• Account information: name, email address, phone number if you add one, profile picture if you add one, your role and permissions, and when you were invited.
• Organization profile: the business’s legal name, trade name, address, support contact, website, business type, tax classification, and employer identification number, entered by an administrator.
• Activity: records of what you create and change in PlanE (for example a quote, an invoice, a pay run, a worker record), with your user id and the time, kept as change history so the organization can see who did what.
• Sign-in records: session identifiers and sign-in challenges handled by our identity provider.
• Payment onboarding: if your organization accepts payments or runs payroll through PlanE, an administrator may enter identity details of the business’s representatives (name, date of birth, Social Security number, residential address) for the payment provider’s verification. PlanE forwards these to the payment provider and does not store them.
• Bank accounts: your organization links its bank accounts through a bank-linking provider. PlanE stores the institution name, account name and type, and the last four digits. PlanE does not store account or routing numbers.
• Finance data: transactions imported from linked bank accounts (description, amount, dates) and the accounting records your organization builds from them.

3.2 Workers

If your organization employs or contracts you and uses PlanE for payroll or workforce records, your organization enters, and you may enter through self-service:

• Identity and contact: legal name, preferred name, work and personal email, phone, home address, date of birth, job title, department, manager, hire and termination dates, employee number.
• Tax: Social Security number or taxpayer identification number, withholding elections (Form W-4), taxpayer certification (Form W-9), wage and tax figures, and the tax forms produced from them (W-2, 1099-NEC). Your Social Security number or taxpayer identification number is stored encrypted and shown to no one; only the last four digits appear in the application and on printed forms.
• Employment eligibility: Form I-9 information, including citizenship status and identity document numbers, and images of the documents you present. Document images are stored under restricted access and every view is recorded.
• Pay: compensation, pay runs, paystubs, deductions and garnishment orders your organization records, and the institution name and last four digits of your payout account. PlanE does not store your account or routing number.
• Time and leave: time entries, time-off requests and balances, schedules.
• Documents: documents sent to you for electronic signature, your consent to electronic records, your signature, and the signed documents, together with the time, network address, and browser used when you signed.
• Attribution: when you sign a tax form, an I-9 section, or a document electronically, PlanE records your typed name, the time, your network address, and your browser identifier as part of the signed record.

3.3 Public recipients of quotes, invoices, forms, and documents

If a business sends you something through PlanE without an account:

• Quotes and invoices: your name, business, email, phone, and address as the business entered them; the quote or invoice contents; whether and when you viewed, accepted, or declined. Payment of an invoice happens on the payment provider’s hosted page. PlanE never receives your card number.
• Forms: whatever the business’s form asks you to provide, and the files you upload. PlanE records the time of submission.
• Signature requests: the document, your consent to electronic records, your signature, and the attribution record described above.

3.4 Automatically collected

• Server logs: request method and path, time, response status, duration, your network address, and your browser identifier. Query strings and access tokens are not logged.
• Error reports: when something fails, a technical report with the error, the page or request involved, and your user id. Error reports exclude cookies, request contents, query strings, network addresses, and credentials.
• Rate-limit counters keyed by your account or network address, kept briefly to protect the service.

4. Why we process it

• To provide PlanE to your organization: payroll computation and payment, tax form preparation and furnishing, workforce records, invoicing and payment collection, accounting, workflows, document signing, and file storage.
• To meet legal obligations that attach to those records: employment tax recordkeeping, Form I-9 retention, electronic signature and consent records, and lawful process.
• To secure the service: authentication, authorization, rate limiting, audit trails of who changed or read what, incident investigation.
• To operate the service: error monitoring, readiness checks, support requested by your organization.
• To communicate: invitations, notifications, invoices, documents, and notices that your organization or PlanE sends you by email.

Bytewave does not use personal information for advertising, profiling, or sale, and does not combine it across organizations.

5. Who receives it

Bytewave uses a small number of service providers to run PlanE. Each receives only what its function needs. The current list, with purpose, data categories, and region, is maintained in PlanE’s processor list, which your organization can obtain from Bytewave on request and which Bytewave publishes with its security documentation. At the date of this policy the providers are:

• WorkOS: identity, sign-in, sessions, invitations, roles, and API keys.
• Moov: payment acceptance, payout and funding transfers, and business verification.
• Plaid: bank account linking and transaction import.
• Sentry: error reporting (user id only, no personal details).
• Railway: hosting, databases, file storage, and logs.
• Resend: outbound email delivery.
• GitHub and RWX: source code hosting and the build and deployment pipeline (no personal information from the application).

Bytewave also discloses personal information when required by law or lawful process, and to the organization that controls it. Your organization may send data to third parties through workflows, webhooks, and exports it configures; those disclosures are the organization’s decisions.

PlanE’s services run in the United States. Providers may process data in the United States.

6. Cookies and tracking

PlanE sets only first-party cookies that the application needs to work:

• A session cookie that keeps you signed in. It is encrypted and not readable by scripts. It expires after 12 hours without activity, and every session ends 7 days after sign-in, however active it stays.
• A sign-in cookie, encrypted and not readable by scripts, that lasts ten minutes while a sign-in needs another step: entering a verification code, choosing an organization, accepting updated terms, or setting a new password.
• A language preference cookie, kept for one year.
• View preference cookies, one for each list or calendar, that remember how you last arranged it, kept for one year.

PlanE also keeps two display preferences in your browser’s local storage: whether you dismissed the profile setup prompt, and whether the file details pane stays open.

PlanE sets no advertising, analytics, or tracking cookies, loads no third-party analytics or tracking scripts, and does not track you across other websites. Because none of these cookies require consent under the laws that apply to PlanE, PlanE shows no cookie banner. Bank linking opens the bank-linking provider’s own interface, which operates under that provider’s terms.

7. Security

Bytewave protects personal information with controls that include:

• Encryption in transit between your browser and PlanE and between PlanE and its providers.
• Encryption at rest for Social Security numbers, taxpayer identification numbers, and stored credentials, with keys that are separate for each customer environment and for each organization and data class.
• Access control by role and permission for every record, enforced in the database layer, with a separate restricted path for the most sensitive data that records every read.
• Audit trails of changes and of restricted-data access.
• Logging and error reporting designed to exclude secrets, request contents, and personal details.
• Reviewed, tested, and signed builds deployed through a controlled release process.

No system is perfectly secure. Bytewave maintains a written security plan and an incident response procedure, and will notify your organization without unreasonable delay if a breach affects your information, so that your organization can meet its own notification duties.

8. Retention

PlanE keeps records for as long as your organization uses them and as long as the law requires. PlanE’s retention schedule sets the windows: for example, Form I-9 records for three years after hire or one year after employment ends, whichever is later; payroll and tax records for seven years; restricted-data access logs and change history for two years; workflow run data for ninety days. Operational records such as events and notifications are purged after ninety days.

Your organization controls deletion within those windows. Thirty days before records about a worker reach the end of their window, PlanE notifies the organization’s administrators and, when a personal email is on file, the worker, listing the categories and dates only. Bytewave does not delete an organization’s data on its own initiative; it deletes on the organization’s instruction or when the service agreement ends and its wind-down period has passed. The full schedule is published with Bytewave’s security documentation and is available from your organization.

9. Your rights and how to exercise them

Depending on where you live, you may have rights to access, correct, delete, export, or restrict the use of your personal information.

Your organization controls your information in PlanE and is the party that responds to your request. To exercise a right, contact your organization’s administrator. If you are a worker, you can view and correct much of your own information directly in PlanE (your profile, contact details, tax setup, documents, time off, paystubs, and tax forms).

Bytewave assists organizations in responding. If you contact Bytewave directly, Bytewave will forward your request to your organization within two business days and tell you it has done so. Bytewave does not delete information at an individual’s request without the organization’s instruction, because the organization may be legally required to keep it.

PlanE does not discriminate against anyone for exercising a privacy right.

10. Children

PlanE is business software for adults. It is not directed to children under 16, and Bytewave does not knowingly collect information from them. If you believe a child’s information has been entered into PlanE, contact your organization or Bytewave and it will be addressed.

11. Changes to this policy

Bytewave may update this policy. Each version carries a version date at the top. Material changes are announced to organization administrators before they take effect. Continued use of PlanE after the effective date means the updated policy applies, subject to the service agreement between Bytewave and your organization.

12. Contact

Bytewave
Wyoming, United States
Email: [email protected]
Phone: +1 307-429-2163

Please include the name of your organization so Bytewave can route your request.

13. Governing law

This policy and any dispute about it are governed by the laws of the State of Wyoming, United States, without regard to its conflict-of-law rules, except where the law of your residence gives you rights that cannot be waived. The service agreement between Bytewave and your organization governs the commercial relationship and takes precedence over this policy where they conflict.